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Configuring Schedules in Spok Messenger

Schedules in Spok Messenger allow different recipients to be paged depending on the time of day and day of the week. Schedules are particularly useful for receiving messages that can be attended to by regular staff members during business hours and on call staff at other times. Each period of time that a particular recipients receive messages sent to a schedule is known as a shift. This section includes information on the following topics:

 

Managing Shift Gaps

Sometimes there are either gaps or overlaps when scheduling shifts. Shift times extend to the 59th second of the ending minute. For example, a shift entered to start at 08:00 and end at 13:00, begins at 08:00:00 and end at 13:00:59. Keep this in mind when entering adjacent shifts, as you may receive a warning regarding a shift overlap.

If another shift starting at 13:00 is added in the above example, there is a 59 second overlap. Start the shift at 13:01 or end the previous shift at 12:59 to avoid this issue.

In this example, there are four existing schedules, each with a number of defined parameters.

  1. Choose Edit > Schedules. The Schedules dialog displays.

Name

The name that should display on the main Recipients list.

Local ID

The internal number used to reference this schedule and send messages from the Spok Messenger telephone-paging interface. Local IDs must be unique. Entering a duplicate Local ID causes an error, and the next available free Local ID is offered. Please note that Local IDs can include up to 10 numbers. In addition, leading zeros can be used.

Department

The department for the schedule. This is an optional field used to categorize this escalation for statistical, filtering, or billing purposes.

Time/date stamp

Choose the method of automatic time/date stamping for every message sent to this schedule. This setting overrides the setting for individual recipients within the schedule. It may be one of the following:

No Stamp: Messages are sent “as is.”

Time Only: The time of initiation is pre-pended to every message.

Date Only: The date that the message was sent is pre-pended to every message.

Time and Date: Both the time and date of the message initiation is pre-pended to every message.

Notes

Enter any notes or comments. This is a free-form field that may be used to annotate pertinent facts regarding this schedule. There is a limit of 1,000 characters for this field.

Shifts

Presents a graphical display of the recipients that are contacted via the schedule. Each day appears as a timeline from midnight to midnight, and each shift appears in a separate color. The process of editing these shifts is covered below.

Priority Schedule

This option should be checked if all messages to this schedule should be sent as soon as possible. Any messages sent to this schedule are added to the front of the pending messages queue.

Hidden in the paging screens

This option prevents users from sending manual pages to this schedule. This setting may be useful for schedules whose messages are initiated by a third-party device.

Prohibit paging from PBX

This option prevents user from sending messages to this schedule via the Spok Messenger telephone-paging interface.

 

Adding Schedules

A new schedule can be added.

  1. Choose Edit > Schedules. The Schedules dialog displays.
  2. Click New. The fields clear and information can be added.
  3. Enter the information for the new schedule. The new schedule displays in the Schedules dialog. NOTE: Shift times extend to the 59th second of the ending minute. For example, a shift entered to start at 08:00 and end at 13:00, begins at 08:00:00 and end at 13:00:59. Keep this in mind when entering adjacent shifts, as you may receive a warning regarding a shift overlap.
  4. If another shift starting at 13:00 is added in the above example, there is a 59 second overlap. Start the shift at 13:01 or end the previous shift at 12:59 to avoid this issue.
  5. To save the new schedule, click Save . The new schedule is saved.

 

Editing Schedules

An existing schedule can be edited.

  1. Choose Edit > Schedules. The Schedules dialog displays.
  2. Select the schedule to be edited from the left panel. The information for the schedule is populated in the fields.
  3. Change the desired information.
  4. Click Save. The changes to the schedule are saved to the system.

 

Adding a New Shift Within a Schedule

A new shift can be added to an existing schedule.

  1. Choose Edit > Schedules. The Schedules dialog displays.
  2. Choose the schedule for which you would like to add a new shift. The information for that schedule displays in the fields.
  3. Click Add to the right of the shifts display. The Shift dialog displays.
  4. Select the recipient for the shift from the pull down list.
  5. Enter the start and end time for the shift.
  6. Choose the day or days you wish this shift to be active.
  7. Click OK to add this shift or click Cancel to disregard the changes. When the shift is saved, it displays in the Schedules dialog.

 

Editing a Shift within a Schedule

An existing shift can be edited.

  1. Choose Edit > Schedules. The Schedules dialog displays.
  2. Choose the schedule you would like to edit. The information for the schedule displays in the fields.
  3. Highlight the shift to be edited. The shift becomes highlighted.
  4. Click Edit. The Shift dialog displays, showing the information for the chosen shift.
  5. Edit the desired information for the shift.
  6. Click OK. You are returned to the Schedules dialog.
  7. If the shift is completely overlapped by another shift, or is too small to double click on, the up and down arrow buttons to the right of the shift display scrolls through the shifts and highlight each shift in turn. A highlighted shift appears depressed.
  8. In the Schedules dialog, click Save . The changes are saved.

 

Deleting an Existing Shift within a Schedule

An existing shift can be deleted. More than one schedule may be edited simultaneously. This feature is particularly useful for changing one parameter for several schedules without repetition.

  1. Choose Edit > Schedules. The Schedules dialog displays.
  2. Choose the schedule for which you would like to delete a shift. The information for that schedule displays in the fields.
  3. Highlight the shift you wish to remove.
  4. Click Remove to the right of the shift display. The schedule is deleted.
  5. Click Save to save the changes to the schedule.
  6. If you fail to save the changes, the Save Changes dialog displays.
  7. Click Yes to save the changes. The changes are saved.

 

Deleting Schedules

An existing schedule can be deleted.

  1. Choose Edit > Schedules. The Schedules dialog displays.
  2. Select the schedule to be deleted. The information for the chosen schedule displays in the fields.
  3. Click Delete or press the delete key on the keyboard. A confirmation dialog displays.
  4. Click Yes to delete the record(s). The records are deleted.
  5. Click Save to save the changes. The changes are saved.